Privacy Policy

Effective Date: September 26, 2026
Last Updated: October 26, 2026

HireFlow Tech LLC (“HireFlow,” “we,” “us,” or “our”) provides the HireFlow mobile application, the HireFlow applicant tracking system, company career portals, and related websites and services (together, the “Platform”).

This Privacy Policy explains what personal information we collect, how we use and share it, how long we keep it, and the choices and rights you have. Please read it together with our Terms of Service.

1. Who This Policy Covers and Our Role

The Platform serves two groups of people:

• Candidates: job seekers who create a HireFlow account, build a profile, join the HireFlow Talent Pool, or apply for a job through the HireFlow app or an employer’s HireFlow career portal.
• Customer Users: owners, administrators, recruiters, hiring managers, and other members of an employer’s company workspace (a “Workspace”). The employer that holds a Workspace is our “Customer.”

Our role depends on the data:

• For Candidate accounts and the HireFlow Talent Pool, HireFlow decides how the information is used and is responsible for it (a “controller” or “business” under applicable privacy laws).
• For information a Customer stores in its own Workspace, such as its job postings, its application pipeline, recruiter notes, interview feedback, scorecards, and offers, HireFlow processes that information on the Customer’s behalf and under its instructions (a “processor” or “service provider”). The Customer is responsible for that information. If you have applied to an employer and want to exercise your rights over the records that employer keeps, please contact the employer directly. We will help them respond.

2. Information We Collect

2.1 Information You Give Us

Account information: name, email address, phone number, password (handled by our authentication provider, Amazon Cognito; HireFlow never stores it in readable form), and your account type (Candidate or Customer User).

Candidate profile and application information: resume or CV and any documents you upload; headline and summary; work history, education, skills, languages, and certifications; the country you live in, which you choose at sign-up, and your city, state, and ZIP or postal code; LinkedIn and portfolio links; expected salary or hourly rate; whether you are authorized to work and whether you require visa sponsorship; and your answers to an employer’s application questions.

Workspace information: company name, country, domain, website, logo, industry, and size; job postings; hiring pipeline stages; interview schedules and availability; message templates; and the invitation codes used to join a Workspace.

Content created about Candidates: when a Customer uses the Platform, its users may add notes, ratings, interview feedback, screening results, and offer details about Candidates. This content belongs to the Customer’s Workspace (see Section 1).

Offer responses: if an employer extends an offer, the HireFlow app lets you tell the employer, without commitment, that you would like to accept, that you have questions, or that you plan to decline, with an optional message. These responses are not binding and are shared only with that employer.

Voluntary self-identification: some employers ask applicants on their career portal to answer optional equal employment opportunity (EEO) questions, such as gender, race or ethnicity, veteran status, and disability status (see Section 2.4).

Communications: messages you send through the Platform and any correspondence with our support team.

2.2 Information Collected Automatically

• Device and app information: device model, operating system version, app version, and a push notification token if you allow notifications.
• Server logs: IP address, access times, and error information that our servers record when the app or website contacts them, used to keep the Platform secure and working. The HireFlow app does not include analytics or crash-reporting tools.
• Approximate location: derived from the city or ZIP code you enter. The HireFlow app does not access your device’s precise location (GPS).

We do not use third-party advertising, advertising identifiers, or cross-app tracking. We do not sell your data or allow advertisers to collect data through the Platform.

2.3 Information From Other Sources

• Employers who use HireFlow, when they add you to their pipeline or record their hiring activity.
• The job board or referral link you came from, when you apply through a link that identifies its source.
• Information you choose to make available through a public link you provide, such as a portfolio website.

2.4 Sensitive Information

The Platform does not ask for Social Security numbers, government identification numbers, bank or payment-card details, or health information, and the HireFlow app does not ask for demographic information. Please do not include such information in your resume or profile. Work authorization and sponsorship answers are used only for the job-matching and application purposes described below.

Voluntary EEO answers: an employer may choose to ask EEO self-identification questions on its career portal application form, as many U.S. employers do to meet government reporting obligations. Answering is entirely voluntary, every question offers “I don’t wish to answer,” and declining has no effect on your application. Your answers are stored separately from your application, are visible only to that employer’s workspace owners and administrators for aggregate reporting, are never shown to the recruiters and hiring managers reviewing your application, are never shared with other employers or added to the Talent Pool, and are not used by any AI-assisted feature.

3. How We Use Information

We use personal information to:

• Create, secure, and administer accounts and Workspaces, and verify email addresses.
• Operate the HireFlow Talent Pool and match Candidates with relevant jobs, showing Candidates jobs in the country they live in first.
• Deliver applications to employers and let Candidates follow their application status in real time.
• Schedule interviews and send confirmations, changes and cancellations, with calendar invitations.
• Send notifications about application status, interviews, offers, and account activity.
• Let employers send you emails, such as interview invitations and official offer letters, in their own name, and let you send an employer non-binding responses to an offer.
• Provide AI-assisted features (see Section 4).
• Provide customer support and respond to requests.
• Protect the Platform, our users, and the public; detect and prevent fraud, abuse, and unauthorized access; and enforce our Terms.
• Maintain, troubleshoot, and improve the Platform, including through aggregated or de-identified information that does not identify you.
• Comply with law and respond to lawful requests.

Where the law of your country requires a legal basis for processing (for example, the GDPR), we rely on: performance of our contract with you (running your account and the services you request); our legitimate interests (securing, supporting, and improving the Platform, and connecting Candidates with employers), balanced against your rights; your consent (for example, push notifications, joining the Talent Pool, or allowing AI analysis of your resume and profile), which you may withdraw at any time; and compliance with legal obligations.

4. AI-Assisted Features

HireFlow offers features that use a generative AI model: Anthropic’s Claude, which runs in Amazon Bedrock, a service of Amazon Web Services (AWS). AWS processes this information for HireFlow as our service provider (processor). Anthropic does not receive it.

4.1 Candidates: only with your permission

We send a Candidate’s personal information to the AI model only after the Candidate allows it. The HireFlow app asks on its own screen, with equal “Allow” and “Don’t allow” buttons: after the sign-up form, and before your first resume upload or job application if you have not answered yet. An employer’s career portal asks with an optional box on its application form (“Use AI to fill in this form from my resume”), which is never ticked for you. Accepting our Terms of Service does not include this permission.

• What is sent: your resume text and profile details, such as your name, work history, education, skills, certifications, location, and pay expectations. Match summaries and suggested interview questions use only the job and the skills on your profile, never your name.
• Who receives it: Amazon Web Services’ Amazon Bedrock, which runs Anthropic’s Claude model on HireFlow’s behalf.
• What it is used for: to read a resume and fill in profile or application details; to explain how your skills match a job; and to help employers you apply to, or who find you in the Talent Pool, review your application (match summaries and suggested interview questions).
• Your choice: allowing it is optional, and you can use the whole app without it. The HireFlow app itself reads your resume and works out job matches on your phone, without AI, either way. You can turn AI analysis on or off at any time in Settings, under Privacy and your data (“AI analysis”). If you applied through a career portal, email privacy@hireflow.tech to change your answer.
• Without your permission, or after you turn it off: nothing more about you is sent to the AI model, and an employer that asks for an AI analysis of your application is told that you have not allowed it. Employers still receive and review your application without AI.

4.2 Customer Users

AI features also help Customer Users draft job descriptions from the job details they enter, and help the in-product HireFlow assistant understand a question (only the question is sent). Information about people a Customer adds to its own Workspace itself, such as a resume a recruiter uploads, is processed on that Customer’s instructions (see Section 1).

4.3 How this information is protected

Information sent to the model is processed only to return a result and is not used to train AI models. Under the AWS service terms and the AWS Data Processing Addendum, AWS may use it only to provide the service to HireFlow, does not share it with Anthropic or other model providers, and must protect it with safeguards at least equal to those described in this Policy, including encryption in transit and at rest.

4.4 People make the decisions

These features are tools that assist people. They do not make hiring decisions. Every decision to advance, reject, interview, or hire a Candidate is made by the employer’s personnel, who can review and override any AI-generated output. AI output may contain errors and should be checked before it is relied on.

5. The HireFlow Talent Pool

The HireFlow Talent Pool is a shared directory of Candidate profiles that recruiters at companies using HireFlow can search, review, and invite to apply for their open jobs. It is how the Platform helps Candidates be found by more employers.

5.1 How a profile enters the Talent Pool

Your profile is added to the Talent Pool when you create a Candidate account in the HireFlow app and tick the optional box “Let recruiters on HireFlow find my profile”. The box is never ticked for you, and you can create an account without it. Accounts created with earlier versions of the app joined the Talent Pool at sign-up, as the sign-up screen said at the time. Either way, you can change this at any time with the “Visible to employers” switch in Settings.

Applying for a job through an employer’s HireFlow career portal does not add you to the Talent Pool. Your application goes only to that employer, unless you tick the optional box on the application form asking to also be added to the Talent Pool. That box is never ticked for you.

5.2 What recruiters can see

Recruiters at companies using HireFlow in the country you live in can see your Talent Pool profile. Recruiters at companies in other countries can see it only if you turn on “Let employers outside my country find me” in Settings, which is off unless you turn it on, and that company’s owner or administrator has chosen to include candidates from all countries. An employer who has already added you to one of its jobs can see your profile wherever you live. Visible profile information includes your name, contact details, headline and summary, location, work history, education, skills, languages, certifications, compensation expectations, work authorization and sponsorship answers, and your resume.

5.3 What stays private to one employer

Notes, ratings, interview feedback, screening results, offer details, and application-pipeline status that an employer records about you stay within that employer’s Workspace. Other employers cannot see them.

5.4 Your control

You can keep your profile up to date in the app: replace your resume with a newer version, and correct the details read from it (skills, headline, summary, years of experience, work history, education and certifications). To change your name, email address, phone number or location, email support@hireflow.tech. We keep your earlier resume versions with your account until you delete it. Employers you already applied to keep the resume you sent them; we tell them a newer one is available, and they decide whether to use it. You can hide your profile from Talent Pool search at any time with the “Visible to employers” switch in Settings, and turn it back on whenever you like. You decide separately, with the “Let employers outside my country find me” switch, whether employers in other countries can find you. You can delete your account from Settings in the HireFlow app, which removes your profile from the Talent Pool (see Section 8). If you joined the Talent Pool from a career portal without creating an app account, email privacy@hireflow.tech to be removed. Employers who already added you to their own pipeline may keep their own records, as described in Section 1.

6. How We Share Information

We share personal information only as described below.

6.1 With Employers

• Candidate information is shared with employers through the Talent Pool (Section 5), according to the country you live in, your choice about employers in other countries, and each employer’s Talent Pool setting, and when you apply for, or are invited to, one of their jobs. An application made through an employer’s career portal is shared only with that employer, unless you opt in to the Talent Pool.
• Emails about an employer’s hiring process, such as interview invitations and official offer letters, are sent in that employer’s name, and your replies go to the employer’s hiring team. An offer of employment is between you and the employer; HireFlow is not a party to it.
• Each Customer’s Workspace is isolated from every other Customer’s Workspace. Access is enforced by our systems, so a Customer User can access only their own company’s Workspace data.

6.2 With Service Providers

We use service providers that process information for us under contracts that limit their use of it to providing services to HireFlow:

• Amazon Web Services: cloud hosting, databases, file storage, user authentication, email delivery, push-notification delivery (Amazon SNS), and AI model access (Amazon Bedrock, running Anthropic’s Claude, used for a Candidate’s information only with their permission; see Section 4).
• Google (Firebase Cloud Messaging): delivery of push notifications to your device.
• Zippopotam.us: converting a ZIP or postal code into a city and state. Only the code is sent.
• OpenStreetMap: map images that show a job’s location. Your device requests the map images directly.

6.3 Integrations a Customer Turns On

A Customer may connect its Workspace to other services, such as exporting a hired Candidate’s record to its HR system (for example, BambooHR or Workday). Those transfers happen at the Customer’s direction, and the receiving service’s privacy policy applies.

6.4 Calendar Invitations

When an interview is scheduled, we email the participants a meeting invitation that they can add to their own calendar service. HireFlow does not connect to or read your email or calendar account.

6.5 Legal and Safety

We may disclose information if we believe in good faith that it is required by law, subpoena, or other legal process, or is necessary to protect the rights, property, or safety of HireFlow, our users, or others, or to investigate fraud or security incidents.

6.6 Business Transfers

If HireFlow is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to this Privacy Policy. We will notify you before your information becomes subject to a materially different privacy policy.

6.7 With Your Consent

We may share information for any other purpose with your consent.

6.8 No Sale or Targeted Advertising

We do not sell personal information, and we do not share it for cross-context behavioral (targeted) advertising, as those terms are defined under U.S. state privacy laws.

7. Data Security

We protect personal information with administrative, technical, and physical safeguards appropriate to its sensitivity, including:

• Encryption of data in transit (TLS) and at rest.
• Authentication managed by Amazon Cognito, with optional multi-factor authentication.
• Workspace isolation enforced at the application programming interface (API), so each company’s data is accessible only to that company’s members.
• Role-based access within each Workspace.
• Limiting access by HireFlow personnel to those who need it to operate and support the Platform.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your password confidential. If we learn of a security incident that affects your personal information, we will notify you and the relevant authorities as required by applicable law.

8. Data Retention and Deletion

We keep personal information for as long as your account is active, and afterward only as long as needed for the purposes described in this Policy.

• Deleting your account: You can delete your account from Settings in the app, or without the app at ats.hireflow.tech/delete-account, where we email you a link to confirm. When you do, we remove your profile, every resume version you uploaded, and your personal details from our active systems and from the Talent Pool. We keep a minimal record containing an internal identifier, a deletion marker, and a timestamp, which contains no contact or profile information, so that we can honor the deletion and maintain our security audit trail. Copies in our backups are erased within 90 days. Employers you applied to, or who added you to their jobs, keep their own records (see Section 1). Files you added in the app’s Documents tab are deleted only when you delete your account in the app; if you delete it on the web, delete those files in the app first, or email support@hireflow.tech and we will remove them.
• Workspace records: Records a Customer keeps in its Workspace are retained according to the Customer’s instructions and its own legal obligations. For example, U.S. employers are often required to keep application records for at least one year.
• Legal needs: We may keep information longer where needed to comply with law, resolve disputes, prevent fraud or abuse, or enforce our agreements.

9. Your Rights and Choices

9.1 Everyone

• Access and correct: view your profile at any time in the app, get a copy of your data from Settings (“Download my data”: your profile, applications and offers, interviews, notifications, and a link to your resume), replace your resume and correct your profile details in the app, and ask us to correct anything else, such as your name or email address, by emailing support@hireflow.tech.
• Delete: delete your account from Settings in the app, at ats.hireflow.tech/delete-account, or by contacting us.
• Push notifications: turn them off in your device settings or in the app.
• AI analysis: allow or withdraw it at any time in Settings, under Privacy and your data (see Section 4).
• Email: opt out of non-essential emails by using the unsubscribe link, where one is provided, or by contacting us. We will still send messages that are necessary for your account, applications, and interviews.

9.2 U.S. State Privacy Rights Depending on your state of residence (including California, Colorado, Connecticut, Oregon, Texas, Virginia, and other states with comprehensive privacy laws), you may have the right to:

• know or access the personal information we hold about you, and receive a portable copy;
• correct inaccurate personal information;
• delete personal information;
• opt out of the sale of personal information, targeted advertising, and profiling that produces legal or similarly significant effects (we do not engage in these activities);
• limit the use of sensitive personal information (we use it only as permitted to provide the services you request); and
• not be discriminated against for exercising these rights.

California residents: in the past 12 months, we have collected the categories of information described in Section 2: identifiers; professional and employment-related information; education information; approximate geolocation; internet and device activity; and, where applicable, work-authorization information. We collected them from the sources described in Section 2, used them for the purposes described in Sections 3 through 5, and disclosed them to the categories of recipients described in Section 6. We have not sold or shared personal information for cross-context behavioral advertising, and we have no actual knowledge of doing so for anyone under 16.

To make a request, email privacy@hireflow.tech with the subject line “Privacy Request.” We will verify your request by confirming control of the email address on your account. You may use an authorized agent, who must provide proof of your authorization. If we decline your request, you may appeal by replying to our decision with the subject line “Privacy Appeal.” We will respond within the time required by law.

9.3 EEA, UK, and Swiss Residents

You have the right to access, correct, delete, restrict, or object to our processing of your personal information; to data portability; and to withdraw consent at any time without affecting processing that took place before withdrawal. You also have the right to lodge a complaint with your local data protection authority.

9.4 Records Held by an Employer

For records an employer keeps in its Workspace, please contact that employer, which controls those records. If you contact us instead, we will forward your request to the employer where we can identify it.

10. International Data Transfers

HireFlow is based in the United States, and the Platform is hosted in the United States. If you use the Platform from outside the United States, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those of your country. Where required, we use appropriate safeguards for these transfers, such as the European Commission’s Standard Contractual Clauses.

If you turn on “Let employers outside my country find me” and an employer in another country has chosen to see candidates from all countries, your Talent Pool profile may be viewed by that employer from its country. You can turn that switch off, or hide your profile from the Talent Pool entirely with the “Visible to employers” switch, at any time in Settings.

11. Children

The Platform is intended for people 18 years of age and older and is not directed to children. We do not knowingly collect personal information from anyone under 18. If we learn that we have, we will delete it. If you believe a child has provided us with personal information, please contact privacy@hireflow.tech.

12. Third-party Sites and Services

The Platform may link to websites and services that we do not operate, such as an employer’s website, a job board, or a meeting service. Their privacy practices are governed by their own policies, not this one.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated Policy on the Platform and change the “Last Updated” date. If we make material changes, we will notify you by email or through the Platform before the changes take effect.

14. Contact Us

HireFlow Tech LLC Privacy inquiries and requests: privacy@hireflow.tech Support: support@hireflow.tech Website: https://hireflow.tech